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POSITION SUMMARY: 

Under the direction of the Academic Administrator provides high-level administrative and clerical support to the Clinical Research Center (CRC) within the UMass Center for Clinical and Translational Science. Acts independently, ensuring efficiency and productivity with respect to administrative and clinical functions of the CRC.

ESSENTIAL FUNCTIONS:

Administrative Operations

• Performs on-site office related duties such as maintaining departmental files, manuals, and records, picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of administrative policy manuals in the Clinical Research Center
• Responsible for review of all new CRC requests, utilizing the TRACs system, responding and/or routing as needed.
• Maintains the CRC Intake operating procedure.
• Responsible for the creation and maintenance and of all CRC Service Agreements, arranging meetings with service requestors and CRC staff as needed.
• Ensures that CRC rooms and equipment are maintained, interacting with vendors and internal departments as needed.
• Works with CCTS leadership and UMass Chan space planning department on facilities improvements.
• Monitors and maintains inventory of office supplies and equipment. Purchases as needed and stays within established budget. Keeps office equipment in working order and contacts vendors or IT, as necessary, for repairs or replacements.
• Acts as the primary point of contact for scheduling meetings for CRC staff.
• Performs additional functions, as required.

Financial Operations

• Works with the Office of Clinical Research to ensure accurate reflection of service agreement rates in OnCore. Tracks service agreements, ensuring that each is updated every two years to adequately address changing service requests and rates.
• Assists with monitoring departmental CRC expenses and account balances, helping administrators to stay within approved budgets
• Assists with invoicing of internal recharges for study-related services.

Clinical Research Support

• Greets and checks in patients, visitors and staff with professionalism and compassion. Notifies appropriate staff of visitor arrival. Answers telephone calls and assesses urgency of call. Aids or directs caller to appropriate person, contacting nurse manager directly for urgent needs.
• Responsible for accurate registration and scheduling, using the UMass Chan room scheduling system.
• Maintains strict confidentiality of patients, employees, customers, and company information at all times and adheres to HIPAA Guidelines.                                                

Reporting & Communication

• Utilizes computer input and retrieves data. Assists with data management needed to generate complex reports.
• Generates weekly & monthly utilization reports for senior management.
• Provide accurate and timely financial status reports to the study teams, PIs and business managers.
• Assists CCTS staff with the ongoing creation/maintenance of CRC webpage content.

REQUIRED QUALIFICATIONS:

• Associate Degree, or equivalent
• 2-4 years of previous office management, administrative, or assistant experience
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in Microsoft Office
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Computer skills and knowledge of office software packages

PREFERRED QUALIFICATIONS:

• 1 to 2 years clinical office experience preferred
• OnCore experience strongly preferred.